Your Right To Privacy
We only collect personal information that is necessary to provide the service to you. To provide travel assistance, counselling and other services to clients it is necessary for us to have personal information about clients. To provide information to you and to the community we need to maintain a mailing list.
If you receive our newsletter your name and contact details are on our mailing list. If you see a counsellor, we keep a record of information you provide This includes information such as your name and contact details, information about your family, your history and any issues that we may be able to help with. We tell you how information about you is to be used. It is usually clear, for example, that the information is necessary to help you reunify with your family, apply for assistance or for us to record the services we provide to you. If you are unsure why the information is needed, please ask. We use some information for statistical purposes (for evaluation of our service and planning future services). Statistical reports do not include any identifying information.
We keep information about you confidential to this agency unless we have your permission to mention it to another specified agency or person or if we were required by law to do so. We explain when we need to give information to other agencies who may be able to help. We seek your approval before we release the information. In the course of reporting to funding bodies, we never disclose any personal client information.
We keep information about you up-to-date and accurate as much as possible. Please let us know of any changes so we can change our record to make sure it is accurate.
We keep information about you protected. All information whether on file, in the computer database or shared confidentially with a staff member, is considered strictly confidential. Files are always securely locked away, the computer database is password protected and staff never discuss your situation with anyone without your permission.
You can access information we hold about you; if you wish to see your file please ask your counsellor. If it is incorrect, we will correct/update it or allow you to add to it.
Client records are retained for at least 7 years after contact with a client has finished. When client records are archived, the counsellors working notes are destroyed and summary information only is kept. The records will be sealed and suitable security arrangements made.
We have a complaints handling process. If you are not happy with the way we are protecting your privacy (or any other matter), please contact your counsellor or the Administration Manager in the first instance. If the matter cannot be resolved there, contact the Chair of the Management Committee.
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